Executive Assistant

De Havilland Aircraft of Canada Limited; Mississauga; On-site; CAD 60,000 - 100,000; Full time

Job summary

An established industry player is seeking an experienced Executive Assistant to provide comprehensive support to its senior executives. This role demands a proactive individual who can thrive in a fast-paced environment, manage complex tasks, and maintain confidentiality. The ideal candidate will possess excellent communication and organizational skills, with a strong ability to prioritize and manage executive-level needs. Join a dynamic team where your contributions will directly impact the organization's success and help shape the future of aviation. If you are ready to take on a challenging yet rewarding role in a forward-thinking company, this opportunity is perfect for you.

Qualifications

• 10+ years of experience as an executive assistant or related field.
• Strong skills in Microsoft Office Suite and technical troubleshooting.

Responsibilities

• Manage executive calendars, prioritize inquiries, and troubleshoot scheduling conflicts.
• Coordinate logistics for meetings, including agendas and presentation materials.
• Serve as liaison for internal and external stakeholders on executive matters.

Skills

Executive Assistance

Calendar Management

Microsoft Office Suite

Technical Troubleshooting

Communication Skills

Problem Solving

Relationship Building

Education

Bachelor's degree in Business Administration

Diploma in Business Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Zoom

MS Teams

Job description

Posted Monday, March 17, 2025 at 6:00 AM | Expires Tuesday, April 1, 2025 at 5:59 AM

De Havilland Aircraft of Canada Limited (DHC) is a storied name in the aerospace industry, recognized worldwide for its pioneering contributions to aviation and its unwavering commitment to quality, innovation, and reliability. Headquartered in Calgary, AB, DHC currently has approximately 1,400 employees across British Columbia, Alberta and Ontario, as well as in markets and distribution hubs world-wide.

Established in 1928, De Havilland Canada has a rich history marked by the development of some of the most iconic and versatile aircraft ever built. These aircraft have served a variety of roles—from bush flying to commercial aviation—and are celebrated for their rugged durability, operational versatility, and excellence in performance.

Over the decades, De Havilland Canada has evolved to meet the changing needs of the aviation industry. Today, we are more than just an aircraft manufacturer; we are a comprehensive aerospace company with capabilities that span design, production, maintenance, repair, and overhaul (MRO) services. Our operations are supported by a team of skilled engineers, technicians, and industry professionals who are dedicated to upholding the highest standards of craftsmanship and innovation.

Position Summary

The Executive Assistant is responsible for providing comprehensive administrative and operational support to the senior executive group of DHC. This position requires the ability to anticipate executive level needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

The ideal candidate must thrive in fast-paced environments, be able to manage through ambiguity and complexity, create and simplify processes, and simultaneously support and prioritize varying requirements/tasks impacting a growing organization. This role requires excellent communication and organizational skills and the ability to identify and eliminate bottlenecks, provide escalation management, anticipate and make trade-offs and balance administrative and business needs versus operational constraints in alignment with the executive's preferences. Maturity, curiosity, creative problem solving, and the ability to work as part of a team are all essential for success in this role.

Key Responsibilities

• Provide sophisticated calendar management for the DHC executive; prioritizing inquiries and requests while troubleshooting conflicts and making schedule recommendations to ensure smooth day-to-day engagements.
• Act as a liaison and provide support to the senior executive, arranging and handling logistics for executive and senior level meetings and events, including scheduling meetings; arranging catering; drafting agendas; developing, compiling, and distributing presentation materials; and recording meeting minutes.
• Complete a broad variety of administrative tasks that facilitate the executive team’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with employees and 3rd parties; composing and preparing correspondence; maintaining contact lists; and coordinating travel arrangements.
• Serve as point of contact for internal and external stakeholders on all matters pertaining to the senior executive, including those of a highly confidential or critical nature.
• Prioritize and determine appropriate course of action, referral, or response on various matters, exercising appropriate judgement.
• Work closely with the executive to keep them informed of upcoming commitments and responsibilities, following up appropriately.
• Act as a "barometer," having a sense for the issues taking place among varying stakeholders and keeping the executive updated.
• Maintain open communications with the DHC executive team, including meeting regularly with their operations and technology leads; providing information and documents as needed.
• Coordinate executive level meetings and retreats and assist with staff meetings and events as needed.
• Provide a "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the executives and employees, demonstrating the ability for leadership to maintain credibility, trust, and support.
• Complete projects by assigning work to appropriate staff, including the senior management, on behalf of the executive.
• Work with the senior executive to coordinate outreach activities; follow up on contacts made by the executive to cultivate ongoing relationships.
• In coordination with human resources, evaluate and assist in developing office policies and procedures for improved workflow and anticipation of future growth.
• Assist in the selection of vendors and purchase equipment, services, and supplies necessary for efficient and effective operation of the organization.
• Work with the IT department to manage information systems operations including hardware, software, desktop support, internal communications, and strategic systems development and planning for the executive.
• Support any/all other projects/duties as assigned for the overall benefit of the organization.

Qualifications

Education & Experience

• Bachelor's degree or Diploma in Business Administration or the equivalent coursework and experience in a related specialized field is required.

Skills & Experience

• 10+ years as an executive assistant or related combination of experience and education.
• Manufacturing, transportation, engineering, logistics or related industry experience coupled with solid business/operations acumen is a significant asset.
• Ability to assess the importance of tasks and decisions and set priorities, focusing time/energy on the most important issues/opportunities.
• Highly competent in software applications, specifically Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Strong ability to troubleshoot technical issues with computer, audio/visual equipment.
• Knowledge of video conferencing tools (including Zoom, MS Teams).
• Ability to build effective relationships with stakeholders.

Attributes

• Self-starter with a bias towards action and a proven track record of successful execution.
• Strong interpersonal, written, and verbal communications skills required with demonstrated ability to communicate and present at an executive level.
• Solution oriented, customer service focus, and positive “can do” team attitude.
• High resiliency, able to deal with significant level of change and ambiguity.
• Good sense of humor with a desire to have fun at work!